15-233-SOL-00374_HHS_studio_amended.IDIQ_amend_2.docx

15-233-SOL-00374_02

VIDEO PRODUCTION, POST-PRODUCTION AND AV SUPPORT

DEPARTMENT OF HEALTH AND HUMAN SERVICES

Indefinite Delivery Indefinite Quantity

VIDEO PRODUCTION AND A/V SERVICES SUPPORT

SECTION B - Supplies or Services/Prices B.1. Terms and Conditions Pursuant to Contract Number (entered applicable), Indefinite Delivery Indefinite Quantity (IDIQs), (enter contractor name) agrees to the following terms of a IDIQ EXCLUSIVELY WITH Department of Health and Human Services:

All orders placed against this IDIQ are subject to the terms and conditions of the master contract.

B.2. Type of Contract

This is a single -award Indefinite Delivery Indefinite Quantity (IDIQ) that will be used to provide services to the Department of Health and Human Services. In order to establish a contract type and price for each Task Order, a Request for Quote will be issued for each Task Order in accordance with the process in F.7. Individual Task Order may be awarded on a Firm Fixed Price, Time and Materials or Labor Hour basis. Each Request for Quote issued under this contract will identify the Government’s determination of contract type.

B.2.1. Time-and-Material Task Orders

For time-and-material Task Orders, the Contractor shall identify all applicable costs for direct labor (i.e., labor categories, fixed-loaded hourly rates and person hours as specified in the master IDIQ, and materials (direct materials, other direct cost, and indirect cost items) upon which the proposed cost is based. The Contractor shall submit sufficient documentation to support proposed cost. The contractor shall be reimbursed for actual labor hours at the agreed fixed-loaded hourly rates and actual costs for materials, directly incurred for performance of the Task Order. For longer-term contractors, a percentage discount is expected on labor and materials. Overtime rates shall be calculated at 1.5 x base rate.

B.2.2. Labor-Hour Task Orders

For labor-hour Task Orders, the Contractor shall detail the Contractor’s fixed-loaded hourly rates and specified labor categories. . For longer-term contractors, a percentage discount is expected on labor. The Contractor shall be reimbursed for the number of actual hours incurred in performance of the work specified. Overtime rates shall be calculated at 1.5 x base rate.

A half-day and full-day rates shall be supported.

B.2.3. Firm-Fixed-Price (FFP) Task Orders

For FFP Task Orders, the Contractor shall identify all applicable costs upon which the proposed price is based. The Contractor shall submit sufficient documentation to support the price proposed. FFP shall not be used for the day-to-day workforce.

The Government will pay the Contractor, upon submission of a proper invoice, the prices stipulated in the Task Order for service rendered and accepted. The payment schedule shall be determined in each individual Task Order. The Contractor is invited to submit a payment schedule with its quote as it sees fit.

B.3. Pricing IDIQ Task Order Labor Rates:

The Contractor shall not exceed the maximum, loaded hourly direct labor rates for each category listed below. Additional Labor Categories and rates can be added by the proposer:

CLIN

Fixed Loaded Rate Option Year 1 Fixed Loaded Rate Option Year 2 Fixed Loaded Rate Option Year 3 Fixed Loaded Rate Option Year 4 Fixed Loaded Rate

IDIQ Task Order Hybrid Equipment & Labor Rates:

The Contractor shall not exceed the maximum, loaded hourly direct labor rates for each category listed below. These are examples of types of equipment:

Fixed Loaded Rate Option Year 1 Fixed Loaded Rate Option Year 2 Fixed Loaded Rate Option Year 3 Fixed Loaded Rate Option Year 4 Fixed Loaded Rate

2-Person Crew (XDCam, EX3 or similar)

w/ Videographer Only (XDCam, EX3 or similar)

2-Person Crew (Canon C300 or similar)

IDIQ Task Order Equipment Rental Rates:

The Contractor shall not exceed the maximum, loaded direct labor rates for each category listed below:

Fixed Loaded Rate Option Year 1 Fixed Loaded Rate Option Year 2 Fixed Loaded Rate Option Year 3 Fixed Loaded Rate Option Year 4 Fixed Loaded Rate

IDIQ Task Order Common Expendable Rates:

If purchase of media is required, the price is to be cost plus 10%. Shipping cost is actual cost per direction from COR on how quickly the media must arrive from afar:

Fixed Loaded Rate Option Year 1 Fixed Loaded Rate Option Year 2 Fixed Loaded Rate Option Year 3 Fixed Loaded Rate Option Year 4 Fixed Loaded Rate

SECTION C - DESCRIPTIONS/SPECIFICATIONS/WORK STATEMENT

C.1. IDIQ Scope of Services The IDIQ covers a broad range of services that HHS may require to support effective operations. The primary objective of this IDIQ is to provide a mechanism whereby all Department of Health and Human Services Office of the Secretary, Operating Divisions and Staff Divisions (Op/Staff Divs), and other federal agencies can identify and implement video production at various and defined levels of quality, from webinars, on-demand content to HD film-style and live productions; and also implement Audio/Visual support for clients in HHS facilities and elsewhere in the United States. At times AV support and video productions may be combined under one task order. These services shall fully leverage current technologies and result in more efficient operations. For example: for simple one- or two-camera productions in the studio, the TD position should be able to shade cameras and start the record devices. Operational efficiency should be a primary goal along with quality of the final product.

This IDIQ is to provide a flexible mechanism to respond quickly to the varying video production and Audio/Visual support requirements of HHS and its programs, such as providing studio-based live and recorded programming; field-based live and recorded programming; post-production services to include, but not limited to non-linear editing, audio sweetening; motion graphics, transcoding and delivery. Many of the video and audio products must be accessible through dynamic delivery of Web and mobile content.

C.2. IDIQ Program Services The HHS Video Production IDIQ Task orders will vary in scope and will include time-frames that may involve short deadlines and a need for immediate staff augmentation.

C.3. Technical Requirements

The technical requirements of this IDIQ include the following Task Areas to which individual or multiple Task Orders may be issued by the Department of Health and Human Services and other federal agencies. The performance objectives listed below are intended to define the typical areas or types of services required. If other services not listed in this clause or contract document are required the contractor and COR must bilaterally determine the need and agree on the price and process before the task can be performed:

Performance objective 1: Day-to-Day Video Production Operations and Day-to-Day Audio/Visual support

Performance objective 2: Day-to-Day Video Systems and Audio/Visual Maintenance and Upgrades

Performance objective 3: Media IT Support for Video and A/V Operations

Performance objective 4: Production and Post-Production Support for Video and A/V Products

Performance objective 5: Additional Task Orders and Support Services

The Task Order will direct the location of the work to be either at the contractor’s site, a non-government remote location, at an HHS location, or other federal facility.

C.4. Performance Objectives

During the life of the contract, the contractor shall be required to provide services under the following task areas; some tasks may include multiple objectives. All tasks and objectives will use either government-supplied resources, as available, or contractor-supplied resources as necessary to perform the task. These tasks and the level of effort shall be delineated in the individual task orders. See Attachment D for historical data on level of effort.

C.4.1. Performance Objective 1: Day-to-Day Video Production Operations and Day-to-Day Audio/Visual support

Contractor shall perform the following responsibilities at the HHS Humphrey building or local sites in the Washington, DC, metropolitan area as directed within project timelines and scope. Some tasks may require travel outside the Washington, DC area. Day to day functions, roles and responsibilities encompass all aspects of video production, post-production and delivery, as well as all aspects of AV services. Day to day positions are to be assigned first before any surge contractors are hired for work in any of these areas:

· Schedule, coordinate, produce, record, edit, create, transcode, deliver professional videos with synchronized audio tracks to include narration, music, sound effects, and other effects as directed.

· Schedule, coordinate, produce, record, transmit via fiber optic, satellite, internet, or other means professional live or recorded video products with synchronized audio. Vendor shall use government-supplied resources, as available, or vendor-supplied resources, when necessary, to perform tasks.

· Work with the COR or acting COR, Operating Divisions and Staff Divisions, or other federal agencies to schedule, coordinate, produce, record, edit, create, transcode, deliver professional videos with synchronized audio tracks to include narration, music, sound effects, and other effects as directed.

· At times assist and teach clients use of equipment as directed. Not every task will require supervision or direct monitoring. Client users of equipment, such as wireless microphones, PPT remotes, VTC interfaces etc. must be taught how to operate equipment for unmonitored operation.

C.4.2. Performance Objective 2: Day-to-Day Video Systems and Audio/Visual Maintenance and Upgrades

The contractor shall support Audio/Visual needs at the HHS Humphrey building or local sites in the Washington, DC, area as directed within project timelines and scope day to day functions, roles and responsibilities encompass all aspects of video production, post-production and delivery, as well as all aspects of AV services. See Attachment D for historical information on maintenance and upgrades at the HHS facility. Day to day positions are to be assigned first before any surge contractors are hired for work in any of these areas:

· Set up, test and make ready AV equipment as needed.

· Test and maintain equipment for optimal readiness.

· Perform maintenance and service on all equipment used for video production and post-production; A/V services to maintain a 95% uptime availability for all systems.

· Work with technical team to trouble-shoot and solve any technical problems.

· Lead and assist in installation of equipment and cabling as needed.

· Research & recommend purchases of equipment, supplies, services and software for enhanced productivity.

· Build, install, migrate, modify and administer equipment, supplies, services and software for video production and post-production and A/V services as directed.

The Contractor shall provide the required technical expertise and performance to develop, integrate and perform routine system administration functions on AV equipment and ancillary devices.

The Contractor shall provide the tools, system documentation and training to allow HHS to create future enhancements to manage and maintain equipment and systems. HHS currently has an up-to-date set of cabling and technical drawings; the Contractor shall maintain and update drawings and wire tables every six months for the term of the contract. The contractor is allowed to supply a CAD specialist and use the government-supplied VidCAD software and computer, or the contractor is allowed to supply a CAD specialist or company to maintain and create updates to the master set of CAD drawings. Files generated by the contractor must be compatible with the government’s version of VidCAD and the files provided by the contractor shall be in .dwg format, or other as directed by the task order. Drawings and associated elements of the drawings, such as pi-cons and equipment icons, shall become the property of the government upon approval of revisions by the COR, or representative. The HHS schematic CAD drawings must maintain the layers of information for optimal flexibility. Updates to the CAD drawings must also include changes to the wire list that accompanies the drawings.

The Contractor shall also be tasked with maintenance and upkeep tasks to help solve technically-related issues and make changes in any of the core systems that are part of the government’s TV and AV environment, under the guidance of the Federal Studio Manager and/or COR. Support may be completed remotely or onsite as determined by need. Examples of support tasks include:

Answering development and implementation questions.

Testing, maintaining and repairing equipment weekly and before use to assure maximum uptime of systems for all services.

Providing assistance to the other technical team members and to the government technical lead with troubleshooting and debugging configuration and equipment issues.

Providing maintenance, manufacturer updates and bug-fixing of government systems and custom components associated with the government’s production, post-production and AV services environment (see Attachment D for list of major components) targeting applications and custom components outside the scope of the standard product or procedures.

Providing guidance and apply best configuration and known best practices within the government’s production, post-production and AV services environment and custom components.

Reporting, prioritizing and tracking application component issues to ensure mission-critical production issues are addressed appropriately. Log all issues in the government-provided SharePoint tracking database.

Remotely connecting to the HHS production system environments via VPN or equivalent secure access to review issues. VPN access will be granted to contractor personnel on an as-needed basis determined by the government COR.

Provide upgrade/migration advice during the planning for equipment and software upgrades to ensure application components and equipment align with the standard product upgrades and those of other tools within the environment. This may result in additional services being recommended by the government to assist in any major upgrade task.

Upgrade/migration support, to include installing and cabling equipment upgrades and updating and maintaining system CAD drawings and ancillary documents per government schedule.

Conduct and maintain equipment and systems inventories in accordance with established practices.

As part of baseline services, the contractor shall provide support and proactive/reactive maintenance for the entire video production, post-production and AV environment, including ancillary systems and components. The Contractor shall support the full HHS operations and management suite. (see Attachment D for list of equipment) Contractor may be asked to support other emerging technologies as identified by HHS. The Contractor shall have defined and documented methodologies for handling video production and post-production and AV services processes and strategies in a fast-paced work environment. Additionally, the contractor shall provide support for the cloud and open-source computing as needed.

All systems and services provided must be Rehabilitation Act, Section 508 compliant (see 29 U.S.C. 794d).

The Contractor shall work alongside HHS staff, other federal staff and other contractors who support, maintain, enhance, repair or replace complex broadcast systems and processes. The Contractor shall assist and guide HHS and federal staff through the process of supporting, maintaining, enhancing, repairing or replacing and provide insights and suggestions that would speed any implementation. If tasks require additional personnel to complete, other day to day contractors shall be used before hiring of additional contractors. Each task will be scoped to address the specific HHS Division or federal agency video production or AV service maintenance requirement.

The Contractor shall provide HHS with guidance and experience-based best practices to help define the right fit for the applications and equipment within the HHS video production, post-production and AV services architecture. The service would result in providing HHS with the information to develop high-level project goals, determine, plan and/or avoid possible risks, and map these findings into a cohesive approach in their effort to integrate and deploy the application or equipment into the known architectural environment.

The Contractor shall work alongside HHS staff, other federal staff and other contractors who seek to support, maintain, enhance, repair or replace complex systems and processes. The Contractor shall provide assistance with guiding HHS and federal staff through the support, maintenance, enhancement, repair or replacement process and provide insights that would speed any implementation. Each task is scoped to fit the needs of the HHS Division’s, or federal agency’s video production or AV service maintenance need.

Additionally, the contractor shall:

· Provide consultation, solutions, and advice for new processes/changes to the current video production, post-production and AV systems.

· Implement a quality control validation process and documentation to ensure that video production, post-production and AV systems function as requested, and compliant with guidance for HHS, such as Section 508, IT security guidance and usability.

· Provide extended and surge video production and AV systems support for emergencies such as hurricanes, earthquakes, and other types of emergencies.

The Contractor shall fully support all aspects of operating and maintaining equipment, including recommending better ways to use the equipment. This assistance does not always need to be on-site, but should be determined by HHS, or other federal agency as the best method appropriate at the time.

The Contractor shall use the tasking organization’s tools and comply with the organization’s existing business processes, and documentation requirements. See Attachment D.

As part of the baseline services, the contractor shall review, respond to and document all incoming customer feedback. Contractor is responsible for all discovery and research related to the reported issues or problems and for identifying, testing, and validating the solution the addresses the issues or problems. Issues or problems will be resolved within the same business day unless reported to and agreed upon with the tasking organization. Issues and problems can relate to technical, creative or customer service, or other aspects of service.

Contractor shall support technologies used by the tasking organization for video production, post-production and AV services and support, including, but not limited to, broadcast and web delivery.

C.4.3. Performance objective 3: Media IT Support for Video and A/V Operations

Contractor shall provide the needed technical expertise and operational support to implement, maintain, and support all IT infrastructure for the HHS Video production, post-production AV Services, and business operations. Support and maintenance include, but are not limited to, switches, servers, applications, routers (IT and video), web site, cloud services, SQL; SharePoint databases and sites, AVID ISIS and associated servers and systems (currently ISIS 5500); encoding and live streaming servers and system servers. It is expected that this position will require a day-to-day person who will also assist with video productions and AV services when the schedule and time permits.

On a day to day basis, the contractor shall also support database-driven web applications, data sets, as well as the design and support new databases, data sets, and tools. The Contractor shall, as outlined in the IDIQ, create, support, and integrate Linux, Oracle, SQL and other databases capable of collecting, housing, manipulating and dynamically delivering multiple sets of content and data, and shall provide (when necessary) web interfaces. These daily tasks include, but are not limited to:

Database Administration

· Web site design to include, but not limited to XML, HTML5, ,

· Media Asset Management design and implementation,

· Data migrations,

· MS Exchange or similar email system,

· Non-linear edit system configuration with shared storage,

· Server configuration—media and other servers,

· Site administration Windows Active Directory

· Domain controllers,

· Network shares and servers,

· Public downloads,

· Reporting,

· SharePoint database design and implementation,

· Other related functions

15-233-SOL-00374_02 VIDEO PRODUCTION, POST-PRODUCTION AND AV SUPPORT

Contractor will be responsible for performing system administration functions in accordance with federal / departmental security standards, and in developing and applying analytic methodologies and safeguards and security principles. The contractor System Administrator has technical responsibility for support projects identified through task orders. Additionally, the System Administrator works to help plan strategic and technical project requirements at the government’s direction. Provide full-range of system installation, server environment configuration, and maintenance support. Tasks include:

System Administration

· Generate formal system and network documentation.

· Conduct system administration tasks to maintain optimal security and operational efficiency.

· Configure hardware systems.

· Configure network operating system software.

· Install and configure unbundled and third-party software.

· Track action items and resolutions in government SharePoint system.

· Attend customer status reviews.

· Build, deploy, patch and secure server images.

· Analyze and monitor server logs.

· Manage tasking organization’s video and operational networks.

· Manage and maintain VM ware servers and services based in the Cloud.

Additionally, the contractor shall develop a requirements analysis and system specifications, analyze the latest technology, recommend changes to existing systems, including hardware and software, and/or recommend potential new systems, and develop a plan, utilizing government furnished/purchased equipment, for a phased upgrade implementation; and provide the tools and training to allow HHS to create, manage and maintain the systems. These tasks shall be ongoing and part of the day to day work of the IT specialist.

Contractor shall support and maintain technologies used by the tasking organization for development and distribution of video productions, AV services and subsequent applications.

As part of the daily operations, the contractor shall provide the needed technical expertise and performance to establish, integrate and administer a SQL database capable of collecting, housing, manipulating and/or dynamically delivering multiple sets of content and data, whether said data is entered manually, or obtained through interface with other databases.

Contractor shall analyze the latest technology, recommend changes to existing systems, including hardware and software, and/or recommend potential new systems, and develop a plan, utilizing government furnished/purchased equipment, for a phased upgrade implementation.

C.4.4. Performance objective 4: Production and Post-production Support for AV and Video Products

This Objective is to support “surge” or “ramp-up” capacity when day-to-day contractors are busy with other tasks, or cannot fully support a larger task. Contractor will record, ingest, edit, enhance, transcode, poste, deliver, archive, and create DVD discs. Tasks will vary in complexity and style depending on the needs of the client. The tasking organization shall supply a fully-functional non-linear editing environment using both shared and isolated storage options (HHS currently deploys the Avid Media Composer, Avid Interplay, Avid ISIS 5500, and other components). The contractor shall maintain the media storage space—online, nearline and archive—in accordance with developed client organization policy. Delivery methods for review and public viewing will vary, but the most widely used platforms are: YouTube, Dropbox, DVD, satellite and fiber transmission, and FTP. These tasks shall be typically performed by day-to-day personnel, and, when required, by surge or ramp-up support.

· Use the latest technologies and techniques to create, produce, edit, and deliver dynamic, original and cutting-edge professional short- and long-form videos for public and internal viewing.

· Catalog, transcode, deliver, and archive video clips using established tasking organization protocols and automated tools.

· Maintain non-linear edit storage system (e.g., Avid ISIS) and advise when system reaches 75% capacity.

· Consult and collaborate with producers, clients and others to create final video products. Design and develop proposed solutions to production problems and client requirements. Advise technical and creative personnel on the conceptualization, feasibility, development, and implementation of video products. Conceptualize, develop and create motion graphics as part of the video post-production process and complete all necessary post-production

· Support technical staff in trouble-shooting problems with editor and associated software and hardware used for creating and delivering video products.

· Leverage current and future technologies to archive and retrieve video projects for future use.

· Perform tasks utilizing the fundamentals and advanced techniques of video post-production and delivery.

· Support upgrades in systems software and hardware, including, but not limited to, trouble-shooting, workflow design and implementation, and installation.

C.4.5. Performance objective 5: Additional Task Orders and Support Services

In addition to the daily support activities defined in performance objectives 1-4, above the Contractor may be tasked to provide “ramp-up” services and support where day-to-day cannot fill all assigned requirements. Tasks under this performance objective may be used in conjunction with resources from other objectives and may include: additional or specialized video production, post-production or AV services; integration of new equipment and techniques into current workflows; large-scale productions (video and AV) of various styles and requirements; installation of new delivery system software and hardware capabilities; and work plans and cost estimates.

Transition Plans The Contractor shall submit a transition plan that details the methods that will be used to ensure a smooth transition from the incumbent Contractor’s operation to sole operation by the Contractor. At a minimum, the plan shall include:

0. A milestone chart detailing time lines and stages of transition from the effective date of contract performance until the Contractor assumes sole responsibility for providing services;

0. An organizational chart that displays internal and external organizational relationships. The organizational chart shall identify the individual’s by name (at all levels) who will be responsible for the transition and their respective roles; detail the lines of communication and how the Contractor will interface with HHS during this phase of contract performance;

0. Methods to orient and educate incumbents/new hires about the Contractor’s HHS’ processes.

0. Plans to communicate and cooperate with the current incumbent Contractor.

Contract Phase-In Services In order to ensure continuity of services, the Government will require the Contractor to provide transition services beginning on the earliest mutually agreeable date. During this period, staff from the incumbent contract shall be available to familiarize and train the new Contractor staff with operations. The Contractor’s transition plan shall provide adequate coverage to ensure uninterrupted service, be effectively and efficiently administered, and be completed within a reasonable timeframe.

The successor Contractor shall cooperate fully with the incumbent Contractor, as directed by the COR, to ensure that all services continue without interruption.

Contract Phase-Out Services At the end of this contract, if deemed necessary by the Government, the Contractor shall provide similar transition/phase-in/phase-out training and support to the successor Contractor (refer to Federal Acquisition Regulation (FAR) Clause 52.237-3 Continuity of Services).

The work for some projects may span the lifecycle of more than one task order, and may result in the need for the Contractor to transition the project to another contractor awarded the new contract. When this occurs, the Government will require the Contractor to provide transition services beginning on the earliest mutually agreeable date. During this period, staff from the incumbent contract shall be available to familiarize and train the new Contractor staff with operations. The Contractor’s transition plan shall provide adequate coverage to ensure uninterrupted service, be effectively and efficiently administered, and be completed within a reasonable timeframe. The incumbent Contractor shall submit a transition plan that details the methods that will be used to ensure a smooth transition from the incumbent Contractor’s operation to sole operation by the successor Contractor. At the end of this contract, if deemed necessary by the Government, the Contractor shall provide similar personnel, resources and services.

Contract Phase-in Costs and Requirements The Contractor shall provide cost estimates for the establishment of necessary technical infrastructure and services.

1. Cost estimates shall clearly articulate between ALL phases of the task.

2. Estimates shall also articulate the difference between transitioning existing projects and tasks from existing vendor to new infrastructure, as well as the costs for establishing new projects and tasks.

Contractor shall list technologies and procedures necessary for transitioning all work from incumbent to new contractor.

C.5. Video and AV Services Environment Please see Attachment D for reference material regarding the production, post-production and AV services environment in which the contractor will operate for tasks at HHS.

Functional Responsibility: Effectively develops and implements programs to ensure that all products and services meet customer standards and end-user requirements. Administers problem management process including monitoring and reporting on problem resolution. Works under the supervision of a more experienced business consultant to assist with a variety of data and information collection and analysis tasks in support of the development of business cases to support management decision-making and business process improvements. Performs a variety of tasks that require both practical experience and theoretical, state-of-the-art, technical knowledge in specialty area. Possesses knowledge, experience, and capabilities in the development of solutions, recommendations, or outcomes across multiple tasks and/or organizations. Supports development of solutions to address organization’s challenges. Supports project objectives and helps assess the impact of industry trends, policy, or standard methodologies. Conducts activities in support of project team’s objectives. Works closely with senior Consultants or Task Leads.

Functional Responsibility: Establishes project requirements to develop enterprise-wide or large-scale projects. Designs plans to support the total project requirements as well as provides for present and future cross-functional requirements. Ensures plans/requirements are compatible and in compliance with standards. Analyzes and evaluates problems and develops appropriate corrective action. Provides daily direction to staff assigned to task. Demonstrated knowledge, experience, and ability in the development of solutions, recommendations, or outcomes across multiple complex tasks and/or organizations. Evaluates options in the context of project objectives and contributes to the implementation of strategic direction. Supports project objectives through activities such as interviews, data collection, and recommendations. Directs the activities of junior staff as necessary.